RFP for Transport Department Automated systemeproc.punjab.gov.pk/BiddingDocuments/22361_Excise and TAX Punjab MVRS... · this system and its support services. This system serves as

RFP for Centralized Motor Vehicle Registration System and Maintenance

Agreement

2014

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Tender Document

Maintenance and Up-Gradation, Centralization of

Motor Vehicle Registration (MVR) & Taxation

Management System (MVRTMS)

Directorate General Excise & Taxation, Punjab

847-A, Shadman-I, Lahore

Phone: (+ 92) (42) (99202775- 6,),

URL: www.excise-punjab.gov.pk


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Table of Contents

1.0 Introduction .................................................................................................................................................... 3

2.0 Project Objective............................................................................................................................................ 5

3.0 Existing System .............................................................................................................................................. 5

4.0 Current Level of Automation ..................................................................................................................... 7

5.0 Related Laws and Rules ............................................................................................................................... 7

6.0 Solution Understanding and Compliance Sheet ................................................................................. 8

7.0 Support, SLA, Maintenance ....................................................................................................................... 9

8.0 MVRS Implementation Locations .......................................................................................................... 14

9.0 Eligibility & Evaluation ............................................................................................................................. 14

10.0 Instructions to Tenderers ...................................................................................................................... 15

11.0 Terms & Conditions ................................................................................................................................. 19

12.0 Forms ............................................................................................................................................................ 29


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Invitation to Bid 1.0 Introduction

Directorate General Excise & Taxation, Punjab (hereinafter referred to as “the Purchaser”)

invites / requests sealed proposals (hereinafter referred to as “the Tenders”) for the Supply,

Installation, implementation, configuration, testing, integration and deployment of a robust

Motor Vehicle Registration – Motor Transport Management Information System(MVR-

MTMIS) System based on Enterprise-Level Products. The Project aims to provide

maintenance and Enhancement for the current IT infrastructure in Punjab Government, to

improve internal communications, facilitate service delivery to public offices and provide

appropriate, transparent and speedy access of information. Proponents applying for bids

should submit two separate bids/envelopes for Financial Proposal and Technical

Proposal.

1.1 PPRA Rules to be followed

Punjab Procurement Rules 2014 will be strictly followed

In this document, unless otherwise mentioned to the contrary, "Rule" means a Rule under the

Punjab Procurement Rules 2014.

1.2 Mode of Advertisement(s)

As per Rule this Tender is being placed online at PPRA's website, as well as being advertised in

print media.

The bidding document carrying all details can be downloaded from PPRA website

www.ppra.punjab.gov.pk for information only but all the perspective bidders Must collect the

bidding document after making the payment by submitting the deposit slip(CDR) of

PKR.1000/- per in favour of Director General Excise & Taxation, Punjab.

1.3 Type of Competitive Bidding

As per PP Rule Single Stage-Two Envelope Procedure shall be followed. This is as follows:

i. The bid shall comprise of a single package containing two separate envelopes. Each

envelope shall contain separately the financial proposal and the technical proposal;

http://www.ppra.punjab.gov.pk/


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ii. The envelopes shall be marked as “FINANCIAL PROPOSAL” and “TECHNICAL

PROPOSAL” in bold and legible letters to avoid confusion;

iii. Initially, only the envelope marked “TECHNICAL PROPOSAL” shall be opened;

iv. The envelope marked as “FINANCIAL PROPOSAL” shall be retained in the custody of

the procuring agency without being opened;

v. The procuring agency shall evaluate the technical proposal in a manner prescribed in

Section evaluation of this document, without reference to the price and reject any

proposal which does not conform to the specified requirements.

vi. During the technical evaluation no amendments in the technical proposal shall be

permitted;

vii. The financial proposals of bids shall be opened publicly at a time, date and venue

announced and communicated to the bidders in advance;

viii. After the evaluation and approval of the technical proposal the procuring agency, shall

at a time within the bid validity period, publicly open the financial proposals of the

technically accepted bids only. The financial proposal of bids found technically non-

responsive shall be returned un-opened to the respective bidders; and

ix. The bid found to be the technically qualified and financially lowest evaluated bid shall be

accepted.

In accordance with these rules, interested companies (hereinafter referred to as

“Contractors”) applying for bids should submit two separate bids/envelopes for

Financial Proposal and Technical Proposal.

1.4 Bidding Details

All the bids must:

Be accompanied by a call deposit (CDR) of 02% of quoted price in favor of “Director

General Excise & Taxation, Punjab”.

be submitted along with the CDR, Tender Forms, Affidavits, etc.,

Be delivered to the office of the Director General Excise & Taxation, Punjab, Lahore on

or before 1200 hours on 2 June, 2014.

The Technical bids will be publicly opened in the Committee Room of Directorate General,

Excise & Taxation, Punjab, at 1500 hours on 2 June, 2014.

Bidders must submit bids on the basis of complete services. Failure to meet this condition will


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cause disqualification of the bidder.

Bidders shall submit bids which comply with the Bidding Documents. Alternative bids will not

be considered. The attention of bidders is drawn to the provisions of Clause on “Determination

of Responsiveness of Bid” regarding the rejection of Bids, which are not substantially

responsive to the requirements of the Bidding Documents.

The Purchaser will not be responsible for any costs or expenses incurred by bidders in

connection with the preparation or delivery of bids.

As authority competent to accept the tender, the Purchaser reserves the right to accept or

reject one or all bids without assigning any reason thereof.

Failure to supply services within the specified time period will invoke penalty as specified in

this document. In addition to that, Call Deposit (CDR) amount will be forfeited and the

company will not be allowed to participate in future tenders as well.

2.0 Project Objectives

The professional and effective support for the Automation of Excise & Taxation department

improves department’s resource efficiency and meets its informational needs at all

organizational levels. The exponential growth in number of motor vehicles plying in Province of

Punjab has made regulation and checking functions increasingly complex. The Directorate of

E&T, Government of Punjab requires vendor for Software Service Level Agreement, maintaining

this system and its support services. This system serves as backbone for internal and external

information needs of the department. It manages the application for the registration of new &

old vehicles and also the detail of owner of those vehicles. Also this solution streamlines the

issuance and management of vehicle ownership permit for new, old and transferred vehicles as

well as issuance of License plate. Core Purpose is to Upgrade existing Software Deployment

Architecture, Enhancements in existing Software functionality, Recommendations for New

Hardware and Storage, Recommendations for connectivity from

3.0 Existing System

The Excise & Taxation Department provides services for collection of various taxes and duties

efficiently and effectively and suggests ways and means for additional resource mobilization in

the Province. Building up of taxpayer’s confidence, creation of taxpaying culture and providing

facilities to the general public in payment of taxes are the top most priorities.


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This department also performs the registration for new vehicles (New Registration), periodic

renewal of registration, changes in record on transfer of ownership and change of address,

conversion, alteration, hire purchase agreement and its termination, transfer intimation,

duplicate registration and its composite processes(Post Registration Transactions) ,Taxation of

tie up (Commercial ) and Non- Tie Up Vehicles (Taxation) and admin part of the application etc.

The staff collects the fee revenues directly and the collected revenue is transferred to the bank

on daily basis. The department also prepares the taxation schedules for different types of motor

vehicles. The taxes are collected annually/quarterly through authorized post offices for private

vehicles and through Excise & Taxation Department for tied up vehicles.

There are four major modules which are currently operating at the Excise and Taxation

Department:

1. New Registration Module which deals with first time registration of a vehicle.

2. Taxation Module which deals with collection of Tax from tied-up vehicles.

3. Other Transaction Module which deals with post processing after the registration of the

vehicle. e.g. transfer of ownership, duplicate registration (incase the registration getting

lost or torn), NOC Issuance of Transfer Deed, Life Time Token Tax collection, and

Printing of Passport type MVR-Booklet. periodic renewal of registration, changes in

record on transfer of ownership and change of address, conversion, alteration, hire

purchase agreement and its termination, transfer intimation, duplicate registration and

its composite processes

4. Admin part of the application.

ADMINISTRATION

SYSTEM SETUP Custom Collectorate, FIR Type, Port Setup, Maker and Make, NOC Type, Purchase, Type,

Vehicle Type, Bank and Branch, Clearing Agent, Dealer, Country, Post Office, Province and

Division, District, Vehicle Scheme, Assign Function, Owner Status, Police Station, Division,

Tax Exemption, Province, Type of Body, Audit Log Setup, User Processes, Vehicle ,Color

Setup

USER ADMINISTRATION a. View User b. Create New User c. Delete Existing User d. Modify Existing User

REGISTRATION NUMBER SETUP


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a. Expiration of Non-Allotted Numbers b. Number Bidding c. View Assigned Numbers d. Blocked Number Setup e. Assigning Registration Numbers f. Generate Yearly Numbers

The Excise & Taxation Department, Government of the Punjab provides the following services

related to motor vehicles:

1. Collection of Provincial Taxes as assigned by the Government.

2. Collection of Capital Value Tax/withholding tax and Advance Income Tax on behalf of

Federal Government at the time of registration of a vehicle and collection of Motor

Vehicle Tax respectively.

3. Issuance of Registration Marks and Certificates to motor vehicles.

4. Collection of Token Tax from the owners of Tied-Up Vehicles through Bank except for

Lahore District where it is being collected by the Excise & Taxation Department itself.

5. Collection of Token Tax from the owners of Non Tied-Up Vehicles through Post Offices.

6. Issuance of “Duplicate Registration Certificates” of the vehicles, “Change of Ownership”,

“Change of Engine Number” and issuance of NOC” etc. for the owners of the vehicles.

7. Issuance of duplicate registration certificate

8. Endorsement and termination of hire purchase agreement

9. Alteration conversion of vehicle

10. Composition of above mentioned processes

4.0 Current Level of Automation

A distributed database has been installed and operational in each district of the Punjab .Each

district office of the department is performing the tasks related to Registration of motor vehicles

and tax/fee collections of the vehicles independently. All the other district offices are doing

automated work using MVRS deployed in their district office and linked with the DG office

Lahore for online replication of district data overnight. The registration system in all districts of

the province is computerized; the registration system was computerized in Nov-2005 by

developing an Oracle based database. The subject architecture needs to be changed from

distributed to Centralized mode.

5.0 Related Laws and Rules

The function of the Excise and Taxation Department are to administer the following Acts and

Rules that are related to motor vehicles:


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1. The Punjab Motor Vehicles Taxation Act, 1958.

2. The Punjab Motor Vehicles Taxation Rules, 1959.

3. The Provincial Motor Vehicles Ordinance, 1965 (Provisions relating to registration of

Motor Vehicles).The Punjab Motor Vehicles Rules, 1969.

4. The Punjab Real Estate Agents and Motor Vehicles Dealers (Regulation of Business)

Ordinance 1980.

5. The Real Estate Agents and Motor Vehicles Dealers (Regulation of Business) Rules 1980.

6. Luxury tax on motor vehicle rules 2008

6.0 Solution Understanding And Compliance Sheet

Companies are required to understand the existing solution for the Excise & Taxation

Department Automated System as required by the Excise & Taxation department, Government

of Punjab. Mentioned below are the high level software component details. The MVRS solution

involves 5 Major modules, all integrated for information sharing. These modules are:

1. New Registration

2. Post Registration Transaction

3. Taxation Module

4. Administration Module

5. Miscellaneous Functions

6. Five (05) level reporting module

Following are the functional specifications of the aforementioned modules:

Category / Description Compliance (Yes / No)

Vendor Response

1. ALTERATION

2. ALTERATION AND DUPLICATE REGISTRATION CERTIFICATE

3. CANCEL REGISTRATION

4. DATA ENTRY

5. DUPICATE ISSUANCE OF TRANSFER DEED

6. DUPLICATE NUMBER PLATE

7. DUPLICATE REGISTRATION CERTIFICATE

8. HIRE PURCHASE AGREEMENT

9. HIRE PURCHASE AGREEMENT TERMINATION

10. Issuance of Transfer Deed

11. ISSUANCE OF TRANSFER DEED FOR NRT

12. MULTIPLE TRANSFER OF OWNERSHIP AGAINST SINGLE TRANSACTION

13. NEW REGISTRATION

14. NEW REGISTRATION AND TRANSFER OF OWNERSHIP


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15. NOC FOR RE-REGISTRATION OF VEHICLE IN OTHER DISTRICT OF PAKISTAN / AJK

16. NOC FOR TAX PAYMENT IN OTHER DISTRICT

17. OWNERSHIP CERTIFICATE

18. RE-REGISTRATION

19. RE-REGISTRATION AND TRANSFER OF OWNERSHIP

20. TAX COLLECTION FOR NON-TIEUP

21. TOKEN TAX

22. TRANSFER AND DUPLICATE REGISTRATION CERTIFICATE/ SMART CARD

23. TRANSFER OF OWNERSHIP

24. TRANSFER OF OWNERSHIP AND ALTERATION OF VEHICLE

25. TRANSFER UPDATE

26. TRANSFER, ALTERATION AND DUPLICATE REGISTRATION CERTIFICATE/ SMART CARD

27. APPLICATION CANCELLATION

28. ASSESMENT RE-PRINT

29. ASSESSMENT CANCELLATION

30. CANCEL REGISTRATION CERTIFICATE

31. CANCEL TRANSFER DEED

32. CANCEL TRANSFER DEED FOR NRT

33. CHANGE REGISTRATION CERTIFICATE STATUS

34. HALF FED DATA ENTRY

35. NOC CANCELLATION

36. NOC FEEDBACK

37. NONUSE VEHICLE DATAENTRY

38. OWNER CORRECTION

39. OWNER RECORD UPDATE

40. RE-INSTATE OF CANCELLED TRANSFER

41. STOLEN VEHICLE ENTRY AGAINST CHASSIS NO

42. SUSPEND VEHICLE REGISTRATION

43. TAX EXEMPTION

44. TAX UPDATE

45. TRANSACTIONAL REVERSAL IN CASE F APPLICATION REJECTION

46. UNFED DATA ENTRY

47. VEHICLE CLASS CONVERSION

48. VEHICLE CORRECTION

49. WAIVE PENALTY

7.0 Support, SLA, Maintenance

7.1 Support


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The Supplier shall support the existing deployed decentralized MVR-MTMIS solution which has

been deployed in all 36 district of Punjab and agree to provide support for maintenance and

New Requirements. Customer’s exclusive remedy for breach of the foregoing support contract

and the Supplier’s sole liability in the event of such breach shall be the performance of the

affected software services or the correction of any software defect caused as a result of the

breach of support contract.

Supplier will be responsible for DB plus Application changes / modification / up-gradation / new reports, Administration Training, Backup and recovery, User Role Management, Data Migration, DB architectural up-gradation from distributed environment to one Central environment Application

Bug Fixing

Modification

Enhancement

Software Re-installation (App. Server, DB Server)

DR Site (SECODARY SITE) installation , configuration , maintenance

Integration with e-tag (RFID based) technology for efficient Tax Collection

Advanced Function Requirement in MVRTMS Application

Online data entry facility for general public

Online payment facility through multiple electronic platforms like credit card, ATM,

easy paisa etc.

Online intelligent appointment facility for visitors to visit Excise and Taxation Office

for any transaction

Online connectivity facility with NADRA for CNIC verification and automatic

retrieval of data

Online connectivity facility with Custom Authorities and automatic retrieval of data

Online connectivity facility with local manufacturers and automatic retrieval of data

Biometric facility for Transfer of Ownership / DRC Attendance etc.

Integration with e-tag (RFID based) technology for efficient Tax Collection

The supplier will integrate/ sync Primary as well as DR SITE with the excise department website www.excise-punjab.gov.pk and SMS servers (in real time).

Support or Response Schedule & Classification

The following Support Schedule is effective from the start date:

Severity

Level:

Description: Effect of Problem: Correction Time:


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Severity 1 Critical Problem A Problem that makes the

Software unusable by the

Customer for one or more of

its functions in live operation.

The Problem has a significant

impact on the Customer’s

operation.

Must be resolved by Supplier and turned over for user acceptance with a target response of 24 hours.

The problem is to be solved within 1 Business Days

Severity 2 Major Problem A function does not work

properly. A work around is

not possible. The problem

severely restricts the

Customer’s ability to

perform normal operations.

Must be resolved by

Supplier and turned over

for user acceptance with a

target response of 48

hours. The problem is to be

solved within 2 Business

Days

Severity 3 Moderate Problems A function does not work

properly. A work around is

possible but impacts the

efficiency or effectiveness of

the Customer’s operations.

Supplier must investigate

the Problem and within 3

business days advise the

Customer when the

Problem will be resolved.

Resolution of problem shall

not exceed 1 month. The

problem is to be solved

within 10 Business Days

Severity 4 Minor Problem A Problem that is entirely

cosmetic. It has no

significant impact to the

Customer’s operations.

Supplier must investigate

the Problem and within 10

business days advise the

Customer when the

Problem will be resolved.

Resolution of problem shall

be included in the next

regular service release

latest within 3 months. The

problem is to be solved

within 20 Business Days

Notes:

1. Vendor will be expected to quote both onsite and offsite support mechanisms to ensure consistent uptime of the solution.

2. Application should dynamically be configurable

3. Application performance is at the top.


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4. Application should be user friendly

7.2 Maintenance and Enhancement Services

7.2.1 Supplier shall agree to provide Maintenance Services to Customer during the term of Agreement. In consideration for such Maintenance Services Customer will pay to Supplier the Maintenance Fees.

7.2.2 Supplier shall agree to use its best reasonable efforts to correct Problems in the Software and make modifications to the Software as are required for the Software to operate in conformity with the Performance Criteria as laid out in the Software Development or License Agreement.

7.2.3 Supplier should provide a single interface for all maintenance related requests from the customers for tracking and maintaining maintenance activities.

7.2.4 Once a Problem has been reported to Supplier, Supplier should investigate and resolve such Problem.

7.2.5 Customer shall give Supplier’s personnel restricted access to the Site for the purpose of providing services. Supplier’s personnel should comply with Customer’s security requirements and operating procedures of which they are advised while at the site or while accessing Customer’s system.

7.2.6 Supplier shall publish in technical response precise number of resources allocated for rollout and implementation services.

7.2.7 Supplier shall provide the technical training (Deployment of software “Installation of application server and Db servers”, coding tips, query building etc) to the contractor for capacity building.

7.2.8 Supplier shall provide the technical assistance / Support / maintenance etc. to the contractor for a period of 3 year after deployment.

7.2.9 The supplier will integrate Primary as well as DR SITE with the excise department website www.excise-punjab.gov.pk and SMS servers (in real time).

7.2.10 The supplier will provide complete centralized solution with primary and secondary

Side two way sync ed database.

7.3 General Terms

The Agreement would be effective for 3 year. However; upon desire of client department the

agreement may be renewed. Following General Terms should be followed.

7.3.1 Contract duration

The customized application will be maintained and configured by the bidder and a detailed

timeline will be submitted along with the Technical Proposal.

http://www.excise-punjab.gov.pk/


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7.3.2 Termination

The Purchaser may, at any time, by written notice served on the Contractor, terminate the

Contract, in whole or in part, for its convenience, without any compensation to the Contractor.

7.3.3 Special Stipulations

SCHEDULE- A: SPECIAL STIPULATIONS

For ease of reference, certain Special Stipulations are as under:

Tender Security

The Contractor shall furnish the Tender Security as under:

a) for the whole Tender;

b) 2% of the total cost of the tender

c) denominated in a currency of the Tender.

Performance Security

The successful Contractor shall furnish Performance Security as under:

a) within three working days of the receipt of the Acceptance Letter from the Purchaser;

b) in the form of a Bank Guarantee, issued by a scheduled bank operating in Pakistan, as per the format provided in the Tender Document or in another form acceptable to the Purchaser;

c) for a sum equivalent to 10% of the contract value;

d) denominated in a currency of the Contract;

e) have a minimum validity period of ninety days from the date of Award Notification or until the date of expiry of warranty period, whichever is later.

Deployment

(installation,

configuration,

commissioning, testing,

and training)

Deployment of new requirement to be completed within 1 week after

the issuance of deployment go ahead for each district.

Liquidated damages for

failure / delay in supply

/ installation /

configuration of Goods

/ Services / Works by

the Contractor

A sum of money @ 0.25% of the Contract Price which is attributable to

such part of the Goods / the Services / the Works as cannot, in

consequence of the failure / delay, be put to the intended use, for every

day between the scheduled delivery date(s), with any extension of time

thereof granted by the Purchaser, and the actual delivery date(s).

Provided that the amount so deducted shall not exceed, in the

aggregate, 50% of the Contract Price.


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8.0 MVRS Implementation Locations

Below is the list of all the districts where the application is currently deployed:

List of Punjab Districts

Attock Lodhran

Bahawalnagar Mandi Bahauddin

Bahawalpur Mianwali

Bhakkar Multan

Chakwal Muzaffargarh

Chiniot Narowal

Dera Ghazi Khan Nankana Sahib

Faisalabad Okara

Gujranwala Pakpattan

Gujrat Rahim Yar Khan

Hafizabad Rajanpur

Jhang Rawalpindi

Jhelum Sahiwal

Kasur Sargodha

Khanewal Sheikhupura

Khushab Sialkot

Lahore Toba Tek Singh

Layyah Vehari

9.0 Eligibility & Evaluation The bidding firm must have relevant experience working with government department

10.0 Instructions to Tenderers

Noncompliance to any of below point will disqualify the bidder from quoting.

1. Firm must be having valid NTN certificate with registered office in Pakistan.


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2. Firm must be registered and working in Pakistan.

3. Undertaking Firm should not have been blacklisted or involved in litigation with public

and private sector.

4. Undertaking document duly signed must be provided in print out form on stamp paper

by supplier for successful consideration of proposal as given in appendix 1.

5. Bids submitted by joint venture should not exceed between more than two firms and

should clearly identify the lead firm of the JV.

6. Implementation, Data migration, Testing and go Live of Centralized solution in Two

Months from signing of contract.

7. Any licensing involved in implementation of centralized solution will be contractor

responsibility and should be quoted separately.

8. Any Hardware involved in implementation of the centralized solution should be

recommended separately.

10.1 Evaluation and Comparison of Bids

The Directorate General, Excise & Taxation, Punjab procurement committee will evaluate and

compare the bids.

10.1.1 Basis of Evaluation and Comparison of Bid

The bids will be evaluated in two steps. The first step would ensure that technical requirements

are met by the bidders as per the evaluation criteria. In the second step financial proposals of

only those firms which meet the requirements will be evaluated.

The companies will also be evaluated on separate Performa to assess their strength in terms of

financial capacity, engineering/technical team, quality standard compliance, and international

standards compliance, certifications like ISO, status of the company, support services, response

time and local vending capability. Evaluation will be done both of the company and the services

being offered.

10.1.2 Technical Evaluation

It will be examined in detail whether the goods or services offered by the bidder comply with

the Specifications of the bidding documents. To facilitate this, the services or goods specification

will be reviewed. Technical features/criteria of the services or goods detailed in the

specifications will be compared with the bidder's data submitted. Other technical information


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submitted with the bid will also be reviewed. It will be examined whether the bidder has the

capability to implement and impart training properly.

10.1.3 Commercial Evaluation It will be examined in detail whether the bid complies with the specified conditions of contract of bidding documents. It is expected that no major deviation/stipulation shall be taken by the bidder.

10.1.4 Terms of Payment: Payment will be made by Directorate General, Excise & Taxation. Milestone payments can be considered valid based on deliverables.

10.1.6 Evaluated Bid Prices

The Directorate General, Excise & Taxation, Punjab committee’s evaluation of a bid will take into

account in addition to the Bid Price, the following factors (Adjustments) in the manner and to

the extent stated hereinafter. Adjustment will be based on corrected Bid Prices. The price so

determined after making such adjustments will be termed as Evaluated Bid Price. The cost of

making good any deficiency resulting from any acceptable, quantifiable variations and

deviations from the Schedules, Conditions of Contract and Specifications, shall be added to the

corrected Bid Price for comparison purposes only. For bid offering delivery period of the Service

earlier than the period specified in the Schedule, no credit will be given.


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10.1.6.1 Pricing Breakdown

Vendors are required to provide the prices for following activities for Centralized Application.

Pricing Set 1. Tasks 1.0 (1.1----1.7)

Pricing Set 2. Tasks 2.0 (2.1—2.2)

Pricing Set 3. Tasks 3.0 (3.1—3.2)

MAINTENANCE UPGRADATION & SUPPORT ACTIVITIES

Activity Amount 1.0 1.1 Data Conversion to new System. (Data Cleansing)

1.2 Change of Software Architecture from distributed to Central

1.3 Enhancement as per centralized application

1.4 Operating System Software Re-installation. (Linux, HP-UX, Solaris)

1.5 Software Re-installation (App. Server, DB Server)

1.6 Data Migration Support from all 36 districts 37 offices of Punjab

1.7 User Training (Technical + End user)

1.8 Licences (All Licences, Database + Operating System) 2.0

2.1 Backup & Recovery Strategy 2.2 DR Site Installation, Configuration and Maintenance

3.0 3.1 Bug Fixing

3.2 Modification in Existing System

Grand Total

10.1.7 Evaluation Sheet (Technical & Financial)

Item based Point System will be used for grading the proposals, as listed in Table 2 & 3.

Evaluation will be done based on documentation submitted and product

demonstrations/presentations.

PASS MARKS: Any bidder not meeting the 70% pass mark will be rejected in Technical

evaluation, and its Financial Proposal will be returned to it unopened. All bidders scoring

greater than or equal to 70% of the marks will be accepted in technical proposal, and their

financial bids will be opened.

10.1.7.1 Evaluation of Technical Proposals

Table 1: Mandatory


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S.No DESCRIPTION YES/NO

1 Firm must be having valid NTN certificate with registered office in Pakistan.

2 Firm must be registered and working in Pakistan.

3 Undertaking Firm should not have been blacklisted or involved in litigation with public and private sector.

4 Undertaking document duly signed must be provided in print out form on

stamp paper by supplier for successful consideration of proposal as given

in appendix 1.

5 Bids submitted by joint venture should not exceed between more than two firms and should clearly identify the lead firm of the JV.

6 Implementation of Centralized solution in Two Months from signing of contract.

Table 2: Points System for Evaluation of the company

Evaluation Parameters for the Bidding Company and its

proposed project team Total

Documents

500 To qualify, the bidder must attain 70% or higher

overall score and 70% in at least 4 of the 5 components listed below

Financials

100 Audited Accounts of last 3 years OR Copy of Income Tax Returns of last 3 years. Cumulative Scoring will be applied to determine highest and lowest scores of the companies. Company with highest score will be awarded 10 points and every other in descending order of scores will be given Score of Next Available Highest -3.

Experience 100 Name of projects on Similar technology.

Knowledge & Experience of Infrastructure projects.

(Max 5 points per project, up to a maximum of 10)

State scope & contract value of each project

The Evaluation department may verify the provided credentials as well as client remarks through its all available resources.

Proposed Project Staff 150 State roles and number for head count in each role. Provide resumes of proposed staff as an Annexure.

Partnership with Principals 100 Partnership with Principal in proposed system and relevant domain. Points will be awarded based on the level of partnership/certification.

Ability to provide (24*7) post implementation

50 Dedicated Helpdesk Team and Online Trouble Ticketing system with web and smart phone enabled


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support

interface and multilingual support Client Login preferred.

Note: Technical Evaluation will be carried out on the basis of documentary proof provided by the bidder

Table 3: Points System for Evaluation of the proposed solution

Evaluation Parameter For the proposed solution

Total Marks

Questionnaire

600

To qualify, the bidder must attain 70% or higher overall score

Ability of the base product to meet stated requirements

100 Points will be awarded based on the base product’s ability to meet requirements listed in this tender document

End user report writing for building graphical reports.

25 Points will be awarded for built in easy to use graphical report writing tool.

Multiplatform 50 Ability to work on multiple operating systems (Windows, Linux, HP-UX) and database systems (Oracle, SQL Server, MySQL, Postgres etc)

Power and Performance 145

The proposed system should be based on high performance database platforms that can handle large volumes of data or multi-user environments. Points will be allotted based on the quality of platforms proposed. Details of Implementations where the system has handled data of over 2-10 Tera Byte with 100-500 concurrent user load and where the average response time for a transaction is under 5 seconds.

Implementation Architecture / Strategy

50 The system should be able to work in a clustered environment and as large centralized users, huge data & security

Activity Logs / Security User Auditing / DBA Level Auditing

50 The product must be able to maintain detailed user activity logs and transactional logs for review by system administrators at any point in time.

Conversion Strategy 100 The proposed strategy should cater for a smooth switch over to the Live System.

Security 30 The database / solution should support excellent security and audit mechanism.

Trainings and support

20 The contractor must have the capability and resources to provide necessary and related trainings and support to Master trainers


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Maintenance 30 The service provider must have the capability and necessary resources to provide effective maintenance for the implemented system.

Note: Proposed solution should be accompanied by a i) Comprehensive project management Plan / Strategy with complete timelines. ii) Comprehensive Plan for building and testing of DR site along with smooth switch over. iii) Hardware Required inclusive of Servers / SAN / Firewall etc.

Proposed solution that does not meet the software functionality specified in section 3 will not be considered.

10.1.7.2 Evaluation of Financial Proposals

The financial proposals of only the bidders short listed on the basis of technical

evaluations will be opened and compared in terms of cost effectiveness. The bid found to

be the lowest evaluated bid shall be accepted.

11.0 Terms and Conditions

11.1 Contract

The Purchaser shall, after receipt of the Performance Security from the successful Contractor, send the Contract provided in the Tender Document, to the successful Contractor. Within three working days of the receipt of such Contract, the Contractor shall sign and date the Contract and return it to the Purchaser.

11.2 Contract Documents and Information

The Contractor shall not, without the Purchaser's prior written consent, make use of the Contract, or any provision thereof, or any document(s), specifications, drawing(s), pattern(s), sample(s) or information furnished by or on behalf of the Purchaser in connection therewith, except for purposes of performing the Contract or disclose the same to any person other than a person employed by the Contractor in the performance of the Contract. Disclosure to any such employed person shall be made in confidence and shall extend only as far as may be necessary for purposes of such performance.

11.3 Contract Language

The Contract and all documents relating to the Contract, exchanged between the Contractor and the Purchaser, shall be in English. The Contractor shall bear all costs of translation to English and all risks of the accuracy of such translation.

11.4 Standards

The Goods supplied and the Services provided under this Contract shall conform to the authoritative latest standards.

11.5 Commercial Availability

The Goods supplied under this Contract shall be commercially available at the time of signing of the contract. Commercial availability means that such Goods shall have been sold, installed


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and operationalized in more than two installations initiated under two separate contracts.

11.6 Patent Right

The Contractor shall indemnify and hold the Purchaser harmless against all third party claims of infringement of patent, trademark or industrial design rights arising from use of the Goods / the Service or any part thereof.

11.7 Execution Schedule

The Contractor shall submit an Execution Schedule, giving details of customs clearance, supply, installation, configuration, deployment, commissioning, testing, training, etc., as required under the Contract, to the Client, within three days of the signing of the Contract.

11.8 Packing

If goods are involved, the Contractor shall provide such packing of the Goods as is sufficient to prevent their damage or deterioration during storage / transit to their final destination as indicated in the Contract. Packing case size and weights shall take into consideration, where appropriate, the remoteness of the final destination and withstand, without limitation, rough handling, exposure to extreme temperatures, salt and precipitation at all points in storage / transit. The Contractor shall arrange and pay for the packing of the Goods to the place of destination as specified in the Contract, and the cost thereof shall be included in the Contract Price.

11.9 Insurance

The Contractor shall provide such insurance of the Goods as is sufficient to protect against their damage or deterioration during storage / transit to their final destination as indicated in the Contract. The Contractor shall arrange and pay for the insurance of the Goods to the place of destination as specified in the Contract, and the cost thereof shall be included in the Contract Price.

11.10 Labeling

The Goods supplied under the Contract, shall be clearly labeled so as to correspond with the delivered documentation, with proper labeling scheme provided by the Client. All networking equipment, cables, connectors, ports, boxes shall be clearly labeled.

11.11 Delivery

I. The Contractor shall indicate his delivery approach clearly specifying the requirements for packing, shipping and unpacking of deliverable hardware, software and documentation. The approach shall address shipment of deliverables to the various designated (installation) sites. The approach shall also specify any special shipping constraints such as custom requirements, security requirements, access arrangement or loading dock requirements. The Contractor shall deliver the Goods at various Governors’ Secretariat Punjab in Punjab, as specified by the Purchaser at the time of delivery.

II. The Service shall remain at the risk and under the physical custody of the Contractor until the delivery and testing of the Goods is completed.

III. The Contractor shall ensure that the Goods shall be delivered complete to enable the testing and training to proceed without interruption. If it shall appear to the Client that the Goods have been or are likely to be delayed by reason of incomplete delivery or for any other reasons, he may require the Contractor at the expense of the Contractor to


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dispatch the missing items of the Goods or suitable replacements thereof to the site of delivery by the fastest available means including air freight.

IV. The Contractor shall include in the Tender a detailed logistics plan which shall include support details for transportation, mobilization and personnel scheduling during project implementation and the warranty period. The Contractor shall provide maintenance, supply and procurement support necessary for Client to maintain all system, at the contracted performance and reliability level. The Contractor shall arrange and pay for the transport of the Goods to the place of destination as specified in the Contract, and the cost thereof shall be included in the Contract Price.

11.12 Installation and Implementation

I. The Contractor shall ensure that the implementation design conforms to an open standard by which new services can be added without disruption to existing services.

II. The Contractor shall ensure that the implementation is fault tolerant. This is accomplished by supplying a set of programs and procedures that allow the system recovery or roll back when a fault is detected.

III. The Contractor shall provide a document stating step-by-step procedures for installation and disaster recovery to the Purchaser.

IV. The Contractor shall provide all the recent patches and updates for Firmware/Hardware, on a reliable media, with proper labeling, during the installation to the Purchaser.

V. The Contractor shall configure the system for high availability and reliability, of all hardware and software.

VI. The Contractor shall submit detailed and complete installation, transition and cutover plan for the new system, installation procedures for the new components specifying equipment checkout, installation constraints, operational cutover, maintenance prior to Client acceptance and if special security and/or access arrangements are required.

VII. New equipment, shall be installed with existing equipment, and shall require close coordination between the Contractor and the Client personnel.

11.13 Site Preparation

I. The Contractor shall be responsible to survey the site, prepare the site, determine power, air conditioning and floor space requirements, identify and install, if necessary, any special / additional power and air conditioning requirements, for the proposed equipment.

II. The Purchaser and the Client shall facilitate the Contractor in discharge of the above responsibilities.

11.14 Power

The Goods supplied under the Contract, unless otherwise specified, shall be capable of operating normally with single phase AC power, within the range of 220-240V, with the corresponding frequency of 50 Hz, inclusive, and should be protected from over-voltage, overheating and out-of-tolerance current surges. The Contractor shall configure the software and cabling for the UPS to work flawlessly with OS, and shall demonstrate that appropriate messages are generated if such a condition does occur.

11.15 Safety

I. The Contractor shall be responsible for the embedding of safety features in the inherent design of the equipment, for elimination of identified hazards, including but not limited to high voltage, electromagnetic radiation, sharp points and edges, etc., and


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reduction of associated risk to personnel and equipment. II. The Contractor shall be responsible for the addition of bilingual warnings and caution

notices, where hazards cannot be eliminated or risks cannot be reduced. III. The Contractor shall be responsible for the protection of the power sources, controls,

and critical components of the redundant systems and subsystems by shielding or physical separation when possible.

11.16 Operation and Maintenance

The Contractor shall be responsible for the continuous operational capability and maintenance of the entire system, 24/7, without disruption to either service or performance, during the contract period.

11.17 Test Equipment and Tools

The Contractor shall evaluate the existing facilities and abilities of the Client to accomplish corrective and preventive maintenance and support and identify additional skills, test equipment and tools required to maintain and support the new equipment. Such test equipment and tools shall be state of the art in design aimed at providing an efficient, systematic and cost effective repair operation for all replaceable components.

11.18 Spare Parts and Support (where applicable)

I. The Contractor shall ensure that the Services provided by the Contractor, under the Contract are standard and of exact Computer Hardware and Networking Equipment, and incorporate all recent improvements in design and materials, unless provided otherwise in the Contract.

II. The Contractor shall further ensure that the Services provided by the Contractor, under the Contract shall have no defect, arising from design, materials, installation, configuration, or from any act or omission of the Contractor that may develop under normal use of the provided Service.

III. The Contractor shall maintain sufficient backup stock of spare parts and tools locally at sites, for the maintenance of the supplied Goods, during the warranty period.

IV. The Contractor shall ensure availability of technical assistance for all components for at three years, without major changes, after the completion of final acceptance.

V. The Contractor shall give six months advance notice on any discontinued part(s) with a suggestion for appropriate alternatives.

11.19 Inspection and Testing

I. The Purchaser shall inspect and test the Goods supplied, the Services provided or the Works carried out, under the Contract, to verify their conformity to the Technical Specifications.

II. The inspections and tests shall be conducted at the premises of the Contractor / its subcontractor(s) / at the final destination. Where conducted at the premises of the Contractor / its subcontractor(s), the Contractor / its subcontractor(s) shall provide all-reasonable facilities and assistance, including access to drawings, production data and online verification from official web site of the Manufacture, to the inspectors, at no charge to the Purchaser.

III. The Purchaser may reject the Goods, the Services or the Works if they fail to conform to the Technical Specifications, in any test(s) or inspection(s) and the Contractor shall either replace the rejected Goods, Services or Works or make all alterations necessary to meet the Technical Specifications, within three working days, free of cost to the


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Purchaser. IV. The Purchaser’s post-delivery right to inspect, test and, where necessary, reject the

Goods shall in no way be limited or waived by reason of pre-delivery inspection, testing or passing of the Goods.

V. Nothing contained in Clauses 9.19 (I & II) shall, in any way, release the Contractor from any Warranty or other obligations under the Contract.

11.20 Taking-Over Certificate

I. The Contractor shall, by written notice served on the Client with a copy to the Purchaser, apply for a Taking-Over Certificate.

II. The Client shall, within twenty one days of receipt of Contractor's application, either issue the Taking-Over Certificate to the Contractor with a copy to the Purchaser, stating the date of successful inspection / testing of the Goods or any portion thereof, for their intended purposes; or reject the application giving the reasons and specifying the work required to be done by the Contractor to enable the Taking-Over Certificate to be issued.

III. Nothing contained in Clauses 9.20 (I & II) shall, in any way, release the Contractor from any Warranty or other obligations under the Contract.

11.21 Warranty

I. The Contractor shall warrant to the Purchaser that the Goods supplied by the Contractor, under the Contract are genuine, brand new, non- refurbished, un-altered in any way, of the most recent or current model, imported through proper channel, and incorporate all recent improvements in design and materials, unless provided otherwise in the Contract.

II. The Contractor shall further warrant that the Goods supplied by the Contractor, under the Contract shall have no defect, arising from design, materials, workmanship or from any act or omission of the Contractor that may develop under normal use of the supplied Goods.

III. The Contractor shall provide Manufacturer’s warranty for minimum three years (hereinafter referred as Warranty Period), after the issue of Taking-over Certificate in respect of Goods, the Services and the Works, or any portion thereof, as the case may be, which will include:

a. Free, on site repair / replacement of defective / damaged parts and labor, within 48 hours of intimation;

b. On site replacement of defective / damaged Goods, if repair of such Goods involves a duration exceeding 48 hours.

IV. The Contractor shall clearly mention Terms and Conditions of service agreements for the Goods supplied after the expiry of initial warranty period. In case of International Warranties, the local authorized dealers shall mention their service and warranty setup, details of qualified engineers, etc.

V. The Warranty Period shall start from the date of installation / configuration / deployment of the Goods on site.

VI. The Client shall, by written notice served on the Contractor with a copy to the Purchaser, promptly indicate any claim(s) arising under the warranty.

VII. The Contractor shall, within the prescribed time period, after receipt of such notice, repair or replace the defective / damaged Goods or parts thereof on site, without any cost to the Purchaser.

VIII. The end user licenses, end user warranties and end user contracting support services shall be in the name of Purchaser, for the Goods supplied, the Services provided and the


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Works done, under the Contract.

11.22 Ownership of Goods and Replaced Components

Goods to be supplied to the Purchaser, pursuant to the Contract, shall become the property of the Purchaser when the Goods are taken over by the Purchaser. Defective components to be replaced by the Contractor, pursuant to the Contract, shall become the property of the Contractor as and where it lies.

11.23 Defects Liability Expiry Certificate

I. The Contractor shall, after expiry of the warranty period, by written notice served on the Client with a copy to the Purchaser, apply for a Defects Liability Expiry Certificate.

II. The Client shall, within twenty one days of receipt of such notice, either issue the Defects Liability Expiry Certificate to the Contractor with a copy to the Purchaser, stating the date of expiry of the Warranty Period for all the Goods supplied and fulfillment of all obligations by the Contractor, under the Contract; or reject the application giving the reasons and specifying the work required to be done by the Contractor to enable the Defects Liability Expiry Certificate to be issued.

11.24 Payment

I. The Contractor shall submit an Application for Payment to the Client. The Application for Payment shall: be accompanied by such invoices, receipts or other documentary evidence as the Client may require; state the amount claimed; and set forth in detail, in the order of the Price Schedule, the Services provided and the Works done, up to the date of the Application for Payment and subsequent to the period covered by the last preceding Certificate of Payment, if any.

II. The Client shall issue a Certificate of Payment to the Purchaser, with a copy to the Contractor, verifying the amount due, within fourteen days of receipt of an Application for Payment. The Client may withhold a Certificate of Payment on account of non-satisfactory performance of the Services. The Client may make any correction or modification in a Certificate of Payment that properly be made in respect of any previous certificate.

III. The Purchaser shall pay the amount verified in the Certificate of Payment within fourteen days of receipt of a Certificate of Payment. Payment shall not be made in advance. The Purchaser shall make payment for the Services provided and the Works done, to the Contractor, as per Government policy, on monthly or quarterly basis, in the currency of the Tender, through treasury cheques and/or through MRF.

IV. All payments shall be subject to any and all taxes applicable under the laws of Pakistan.

11.25 Price

The Contractor shall not charge prices for the Goods supplied, the Services provided and for other obligations discharged, under the Contract, varying from the prices quoted by the Contractor in the Price Schedule.

11.26 Contract Amendment

I. The Purchaser may, at any time, by written notice served on the Contractor, alter, amend, omit, increase, decrease or otherwise change the nature, quality, quantity and scope, of all / any of the Goods / he Services / the Works, in whole or in part.

II. The Contractor shall, within ten working days of receipt of such notice, submit a cost estimate and execution schedule of the proposed change (hereinafter referred to as the


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Change), to the Purchaser. III. The Contractor shall not execute the Change until and unless the Purchaser has allowed

the said Change, by written order served on the Contractor. IV. The Change, mutually agreed upon, shall constitute part of the obligations under this

Contract, and the provisions of the Contract shall apply to the said Change. V. No variation in or modification in the Contract shall be made, except by written

amendment signed by both the Purchaser and the Contractor.

11.27 Assignment / Subcontract

I. The Contractor shall not assign or sub-contract its obligations under the Contract, in whole or in part, except with the Purchaser's prior written consent.

II. The Contractor shall guarantee that any and all assignees / subcontractors of the Contractor shall, for performance of any part / whole of the work under the contract, comply fully with the terms and conditions of the Contract applicable to such part / whole of the work under the contract.

11.28 Extensions in time for performance of obligations under the Contract

If the Contractor encounters conditions impeding timely performance of any of the obligations, under the Contract, at any time, the Contractor shall, by written notice served on the Purchaser, promptly indicate the facts of the delay, its likely duration and its cause(s). As soon as practicable after receipt of such notice, the Purchaser shall evaluate the situation and may, at its exclusive discretion, without prejudice to any other remedy it may have, by written order served on the Contractor, extend the Contractor's time for performance of its obligations under the Contract.

11.29 Liquidated Damages

If the Contractor fails / delays in performance of any of the obligations, under the Contract / violates any of the provisions of the Contract / commits breach of any of the terms and conditions of the Contract the Purchaser may, without prejudice to any other right of action / remedy it may have, deduct from the Contract Price, as liquidated damages, a sum of money @.25% of the Contract Price which is attributable to such part of the Goods / the Services / the Works as cannot, in consequence of the failure / delay, be put to the intended use, for every day between the scheduled delivery date(s), with any extension of time thereof granted by the Purchaser, and the actual delivery date(s). Provided that the amount so deducted shall not exceed, in the aggregate, 50% of the Contract Price.

11.30 Blacklisting

I. If the Contractor fails / delays in performance of any of the obligations, under the Contract / violates any of the provisions of the Contract / commits breach of any of the terms and conditions of the Contract the Purchaser may, at any time, without prejudice to any other right of action / remedy it may have, blacklist the Contractor, either indefinitely or for a stated period, for future tenders.

II. If the Contractor is found to have engaged in corrupt or fraudulent practices in competing for the award of contract or during the execution of the contract, the Purchaser may, at any time, without prejudice to any other right of action / remedy it may have, blacklist the Contractor, either indefinitely or for a stated period, for future tenders.


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11.31 Forfeiture of Performance Security

If the Contractor fails / delays in performance of any of the obligations, under the Contract / violates any of the provisions of the Contract / commits breach of any of the terms and conditions of the Contract the Purchaser may, without prejudice to any other right of action / remedy it may have, forfeit Performance Security of the Contractor.

11.32 Termination for Default

I. If the Contractor fails / delays in performance of any of the obligations, under the Contract / violates any of the provisions of the Contract / commits breach of any of the terms and conditions of the Contract the Purchaser may, at any time, without prejudice to any other right of action / remedy it may have, by written notice served on the Contractor, indicate the nature of the default(s) and terminate the Contract, in whole or in part, without any compensation to the Contractor. Provided that the termination of the Contract shall be resorted to only if the Contractor does not cure its failure / delay, within fifteen working days (or such longer period as the Client may allow in writing), after receipt of such notice.

II. If the Purchaser terminates the Contract for default, in whole or in part, the Purchaser may procure, upon such terms and conditions and in such manner as it deems appropriate, Goods / Services / Works, similar to those undelivered, and the Contractor shall be liable to the Purchaser for any excess costs for such similar Goods / Services / Works from Pakistan. However, the Contractor shall continue performance of the Contract to the extent not terminated.

11.33 Termination for Insolvency

If the Contractor becomes bankrupt or otherwise insolvent, the Purchaser may, at any time, without prejudice to any other right of action / remedy it may have, by written notice served on the Contractor, indicate the nature of the insolvency and terminate the Contract, in whole or in part, without any compensation to the Contractor.

11.34 Termination for Convenience

I. The Purchaser may, at any time, by written notice served on the Contractor, terminate the Contract, in whole or in part, for its convenience, without any compensation to the Contractor.

II. The Goods and the Services which are complete or to be completed by the Contractor, within thirty working days after the receipt of such notice, shall be accepted by the Purchaser. For the remaining Goods, the Purchaser may elect:

a. to have any portion thereof completed and delivered; and/or b. to cancel the remainder and pay to the Contractor an agreed amount for

partially completed Goods, Services, Works and materials / parts previously procured by the Contractor for the purpose of the Contract, together with a reasonable allowance for overhead & profit.

11.35 Force Majeure

I. The Contractor shall not be liable for liquidated damages, forfeiture of its Performance Security, blacklisting for future tenders, termination for default, if and to the extent his failure / delay in performance /discharge of obligations under the Contract is the result of an event of Force Majeure.

II. If a Force Majeure situation arises, the Contractor shall, by written notice served on the Purchaser, indicate such condition and the cause thereof. Unless otherwise directed by


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the Purchaser in writing, the Contractor shall continue to perform under the Contract as far as is reasonably practical, and shall seek all reasonable alternative means for performance not prevented by the Force Majeure event.

11.36 Dispute Resolution

I. The Purchaser and the Contractor shall make every effort to amicably resolve, by direct informal negotiation, any disagreement or dispute arising between them under or in connection with the Contract.

II. If, after thirty working days, from the commencement of such informal negotiations, the Purchaser and the Contractor have been unable to amicably resolve a Contract dispute, either party may, require that the dispute be referred for resolution by arbitration under the Pakistan Arbitration Act, 1940, as amended, by one or more arbitrators selected in accordance with said Law. The place for arbitration shall be Lahore, Pakistan. The award shall be final and binding on the parties.

11.37 Statues and Regulations

I. The Contract shall be governed by and interpreted in accordance with the laws of Pakistan.

II. The Contractor shall, in all matters arising in the performance of the Contract, conform, in all respects, with the provisions of all Central, Provincial and Local Laws, Statutes, Regulations and By-Laws in force in Pakistan, and shall give all notices and pay all fees required to be given or paid and shall keep the Purchaser indemnified against all penalties and liability of any kind for breach of any of the same.

III. The Courts at Lahore shall have the exclusive territorial jurisdiction in respect of any dispute or difference of any kind arising out of or in connection with the Contract.

11.38 Taxes and Duties

The Contractor shall be entirely responsible for all taxes, duties and other such levies imposed outside and within Pakistan. Taxes and duties shall be deducted as per Law. The Contractor may make inquires on income tax / sales tax to the concerned authorities of Income Tax and Sales Tax Department, Government of Pakistan.

11.39 The Client

I. The Client shall only carry out such duties and exercise such authority as specified in the Contract. The Client shall have no authority to relieve the Contractor of any of his obligations under the Contract, except as expressly stated in the Contract.

II. The Contractor shall proceed with the decisions, instructions or approvals given by the Client in accordance with these Conditions.

11.40 Authorized Representative

I. The Purchaser or the Contractor may, at their exclusive discretion, appoint their Authorized Representative and may, from time to time, delegate any / all of the duties / authority, vested in them, to their authorized Representative(s), including but not limited to, signing on their behalf to legally bind them, and may, at any time, revoke such delegation.

II. The Authorized Representative shall only carry out such duties and exercise such authority as may be delegated to him, by the Purchaser or the Contractor.

III. Any such delegation or revocation shall be in writing and shall not take effect until notified to the other parties to the Contract.


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IV. Any decision, instruction or approval given by the Authorized Representative, in accordance with such delegation, shall have the same effect as though it had been given by the Principal.

V. Notwithstanding clause 9.40 (IV), any failure of the Authorized Representative to disapprove any Goods or Services or Works shall not prejudice the right of the Client ( as specified in this Tender ) to disapprove such Goods or Services or Works and to give instructions for the rectification thereof.

VI. If the Contractor questions any decision or instruction of the Authorized Representative of the Purchaser / the Client, the Contractor may refer the matter to the Purchaser who shall confirm, reverse or vary such decision or instruction.

11.41 Waiver

Failure of either party to insist upon strict performance of the obligations of the other party, under the Contract, shall in no way be deemed or construed to affect in any way the right of that party to require such performance.

11.42 Training

I. The contractor will also provide detailed trainings to 36 end-users on all the

functionalities of the system to ensure that they acquire a good working knowledge of

the operation, and general maintenance of the system to be supplied under the Contract.

II. The contractor must also provide detailed product trainings to 2 Master Trainers

covering all aspects of the product.

III. The training will be conducted at contractor lab in Lahore. However training will be

provided as and when required.

IV. The Contractor will provide detailed training plans outlining the pre requisite (if any),

content and duration of trainings along with its Technical Proposal.

V. In case of non-compliance with instructions, non-cooperation or other difficulties

experienced by the Contractor with regard to any of these personnel, the Contractor

shall apprise the Purchaser / Client and proceed to implement suitable remedial

measures after consultation with them.

11.43 Documentation

The Contractor shall furnish the user documentation, the operation manuals, and service manuals for each appropriate unit of the supplied Goods and other information pertaining to the performance of the Goods, in hard copy format, in soft copy format and in the form of on-line help, before the Goods are taken over by the Purchaser.


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12.0 Forms

12.1 Tender Form

Directorate General, Excise & Taxation, Punjab

847-A, Shadman-1, Lahore

Gentlemen:

1. We, [Name and Address of the Contractor], having read, understood and accepted the Tender Document, including the Addendum(s), if any, offer to supply, install, configure, test, train and support the Goods and the Services, in conformity with the said Tender Document, to [Name and Address of the Purchaser], for the Total Tender Price of PKR (in figures ____________________) (in words ___________________________________), in accordance with the Price Schedule and the timeline, attached hereto and made part of the Tender.

2. We undertake that the Tender shall have a minimum validity period of ninety days from the last date for submission of the Tender and may be accepted at any time before the expiration of that period.

3. We undertake to provide the Performance Security to give satisfactory assurance of our ability and intention, for due performance / execution of the Contract in accordance with the terms and conditions of the Contract, in case of acceptance of the Tender.

4. We undertake that we are / shall be represented by an agent in that country equipped and able to carry out the maintenance, repair and spare parts stocking obligations prescribed in the Terms and Conditions of the Contract and / or the Technical Specifications, in case of acceptance of the Tender and of not doing business within the Purchaser’s country.

5. We undertake to be bound by the Tender and the Acceptance Letter, which shall constitute a contract, until execution of the formal Contract.

Date this ________________day of 2014.

CONTRACTOR

Signature __________________

CNIC # __________________

Name __________________

Designation __________________

Address __________________

WITNESSES

Signature __________________ Signature ____________________

CNIC # __________________ CNIC # ____________________

Name __________________ Name ____________________

Designation __________________ Designation ____________________

Address __________________ Address ____________________

Note: The Tender Form should be on the letterhead of the Contractor.


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12.2 Affidavit

We, [Name and Address of the Contractor], do hereby declare on solemn affirmation that:

1. We have not been black listed from any Government Department / Agency.

2. We have not been involved in litigation with any client during the last 3 years.

3. We acknowledge that we have read, understood and accepted the Tender Document.

4. We understand that the Purchaser shall have the right, at his exclusive discretion, to require, in writing, further information or clarification of the Tender, from any or all the Contractor(s).

5. We understand that the Purchaser shall have the right, at his exclusive discretion, to increase / decrease the quantity of any or all item(s), accept / reject any or all tender(s), cancel / annul the Tendering process at any time prior to award of Contract, without assigning any reason or any obligation to inform the Contractor of the grounds for the Purchaser's action, and without thereby incurring any liability to the Contractor and the decision of the Purchaser shall be final.

Date this ________________day of 2014.

CONTRACTOR

Signature __________________

CNIC # __________________

Name __________________

Designation __________________

Address __________________

WITNESSES

Signature __________________ Signature ____________________

CNIC # __________________ CNIC # ____________________

Name __________________ Name ____________________

Designation __________________ Designation ____________________

Address __________________ Address ____________________


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12.3 Tender Security Form

WHEREAS [Name and Address of the Contractor] (hereinafter called "the Contractor") has

submitted Tender against Tender No. ______ (hereinafter called "the Tender") to the [Name and

Address of the Purchaser] (hereinafter called "the Purchaser") for the Total Tender Price of

PKR (in figures ____________________) (in words ___________________________________).

AND WHEREAS [Name of the Bank] having registered office at [Address of the Bank]

(hereinafter called "the Guarantor") has agreed to give the Contractor a Guarantee;

THEREFORE the Guarantor hereby affirms to bind himself, his successors and his assigns to the

Purchaser, for the sum of PKR (in figures ____________________) (in words

___________________________________) and undertakes to pay to the Purchaser, upon receipt of his

written demand(s), any sum(s) as specified by him, not exceeding the above limit in aggregate,

without cavil / argument and without the Purchaser having to substantiate / prove or to show

grounds / reasons for such claim(s), on the occurrence of any / all of the following conditions:

1. If the Contractor withdraws the Tender during the period of the Tender validity specified by the Contractor on the Tender Form; or

2. If the Contractor does not accept the corrections of his Total Tender Price; or

3. If theContractor, having been notified of the acceptance of the Tender by the Purchaser during the period of the Tender validity, fails or refuses to furnish the Performance Security, in accordance with the Tender Document.

Provided that the Purchaser shall specify the occurred condition(s) owing to which the said

sum is due to him.

Provided further that any demand(s) / claim(s) from the Purchaser shall reach the Guarantor

within thirty working days after the expiry of the Guarantee.

This guarantee shall remain valid up to ___________________ or until furnishing of the Performance

Security, whichever is later.

Date this ________________day of 2014.

GUARANTOR

Signature __________________

CNIC # __________________

Name __________________

Designation __________________

Address __________________


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12.4 Performance Security

WHEREAS [Name and Address of the Contractor] (hereinafter called "the Contractor") has

agreed to supply the Goods and render the Services against Tender No. ______ (hereinafter

called "the Contract") for the Contract Value of PKR (in figures ____________________) (in words

___________________________________).

AND WHEREAS it has been stipulated in the Tender Document that the successful Contractor

shall furnish Performance Security, within three working days of the receipt of the Acceptance

Letter from the Purchaser, in the form of a Bank Guarantee, issued by a scheduled bank

operating in Pakistan, as per the format provided in the Tender Document or in another form

acceptable to the Purchaser, for a sum equivalent to 10% of the contract value, valid from the

date of issue until all obligations have been fulfilled in accordance with the Contract;

AND WHEREAS [Name of the Bank] having registered office at [Address of the Bank]

(hereinafter called "the Guarantor") has agreed to give the Contractor a Guarantee;

THEREFORE the Guarantor hereby affirms to bind himself, his successors and his assigns to the

Purchaser, for the sum of PKR (in figures ____________________) (in words

___________________________________) and undertakes to pay to the Purchaser, upon receipt of his

written demand(s), any sum(s) as specified by him, not exceeding the above limit in aggregate,

without cavil / argument and without the Purchaser having to substantiate / prove or to show

grounds / reasons for such claim(s), on the occurrence of any / all of the following conditions:

1. If the Contractor commits a default under the Contract;

2. If the Contractor fails to fulfill any of the obligations under the Contract;

3. If the Contractor violates any of the provisions of the Contract.

Provided that the Purchaser shall specify the occurred condition(s) owing to which the said

sum is due to him.

Provided further that any demand(s) / claim(s) from the Purchaser shall reach the Guarantor

within thirty working days after the expiry of the Guarantee.

This guarantee shall remain valid up to ___________________ or until all obligations have been

fulfilled in accordance with the Contract, whichever is later.

Date this ________________day of 2014.

GUARANTOR

Signature __________________

CNIC # __________________

Name __________________

Designation __________________

Address __________________


Agreement

2014

34

12.5 Project Plan

Project plan is one of the key components of the Technical Proposal. It should include the main

activities of the assignment, their content and duration, phasing and interrelations, milestones

and delivery dates. The proposed plan should be consistent with requirements and

specifications, showing understanding of the RFP and ability to translate them into a feasible

working plan.

Please include start and completion timelines for all stages.